Understanding Free vs. Paid Users in Fathom Team Edition (Legacy Plans)

This article applies to legacy Team Edition Standard and Pro plans, which support both free and paid seats. It does not describe seat availability on the newer Team and Business plans.⁠

A free seat is useful for teammates who primarily need to review shared team meetings rather than share their own recordings with the team.

Free users can:

• Record and review their own meetings.

• View team meetings they have permission to access.

• Receive enhanced AI summaries.

• Manually generate action items.

Free seats do not include advanced summary templates, summary customization, or automatic action-item generation.⁠⁠

Free users’ recordings are not automatically shared with the team. Sharing a recording with a team triggers an upgrade to a paid seat when automatic upgrades are enabled. The user then counts toward your paid-seat total.⁠

Admins can disable automatic upgrades in Team Settings. When disabled, sharing that requires a paid seat is blocked until an admin upgrades the user. The user can select Request Upgrade to email the team’s admins.⁠

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Paid seats give teammates access to advanced AI features for their own meetings, including:

• Advanced summary templates.

• Summary customization.

• Automatic action-item generation.

Admins are also counted as paid users.⁠

Not necessarily. Recording visibility follows the applicable sharing settings. Admins can configure visibility separately for external, internal, and impromptu meetings.⁠

Downgrading a teammate to a free seat unshares their previously team-shared recordings. Check whether your team still needs access to those recordings before making the change.⁠

What about CRM sync? CRM access depends on your plan’s connection limits, not simply whether a teammate has a paid seat. Legacy Pro supports unlimited CRM connections for team members, including free-seat members.⁠

Can I move a free seat to a Team or Business plan? Free seats are not currently supported on the newer Team and Business plans. Before moving from a legacy plan, existing free-seat members must be upgraded to paid seats or removed from the team.